Types of Records Management Systems

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Records management is an administrative function that maintains an organization's records. It includes the management of records through retention policies, classification, storage, preservation and destruction. A record can be tangible, such as paper and microfilm, or simply consist of digital information stored electronically. Most modern organizations store the bulk of their records in digital form.

Document Management System

  • A document management system promotes creating, finding and sharing information. It usually takes the form of business software and assists in organizing and disseminating the organizational knowledge base. A DMS features easy access to relevant data and facilitates information mining. It often includes security features. Security is important to maintain an organization’s critical data and business secrets, and DMS security features also serve to protect personal user information and customer data.

Content Management System

  • A content management system consists of the rules, procedures and processes used to manage work flow for an organization. A benefit of a CMS is the ability of end users to collaborate on document creation and revision. Organizations use a CMS as centralized data storage. The centralized access to documents provides a platform for end users to control, revise, publish and add commentary. A CMS also facilitates communication between users.

Library Management System

  • A library management system is an enterprise resource planning system for a library. It is used to track individual items and patron accounts, and to monitor a library’s entire collection. The LMS consists of a centralized database and a method for the patrons and staff to interact with the system. Library staff have access to functionality that includes acquisitions, cataloging and circulation. Serial subscriptions are also tracked from the LMS.

Digital Imaging System

  • Digital imaging systems give organizations the ability to capture, store and distribute an enormous number of records over electronic networks. In the past, businesses relied on paper and microfilm for storage. A DIS speeds the search and retrieval process for documents and information. Organizations can save considerable storage space because of the decrease in the need for filing cabinets and other storage devices. Online dissemination of data and the ability to integrate with other information management systems is the main benefit of a DIS.

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